How to Build a Video Workflow in ClickUp

If you create video content regularly, ClickUp can organize every step of your process so you never lose track of ideas, files, or deadlines. This how-to guide walks you through building a complete video production workflow that turns scattered tasks into a repeatable system.

We will mirror best practices used by teams who compare tools like VEED and other editors, then centralize planning and collaboration inside ClickUp so production becomes predictable and scalable.

Step 1: Map Your Video Process Before Setting Up ClickUp

Before you touch any settings, map your current workflow on paper. The goal is to reflect the real steps your team follows so ClickUp matches the way you already work.

Define Your Core Video Stages

List the main phases every video goes through, from idea to publication. For example:

• Ideation and research
• Script writing and outline
• Recording and screen capture
• Editing and review
• Publishing and distribution
• Performance analysis and optimization

These stages will soon become statuses and views inside ClickUp, so keep them concise and easy to understand.

Identify Roles and Responsibilities

Next, map who is involved at each stage. Typical roles include:

• Strategist or marketer
• Scriptwriter
• On-screen talent or presenter
• Video editor
• Designer (thumbnails, overlays)
• Approver or stakeholder

Having clarity on roles lets you assign tasks and @mention the right people inside ClickUp later.

Step 2: Create a Video Production Space in ClickUp

Once you have your process mapped, you can configure a dedicated workspace in ClickUp to house all video projects.

Set Up a Space for Content or Video

1. Create a new Space and name it something like “Content Production” or “Video Production”.
2. Choose colors and icons that make the Space instantly recognizable.
3. Enable relevant ClickUp features such as tasks, custom fields, and docs.

This Space becomes the home base for campaigns, channels, and ongoing video series.

Add a Folder for Each Channel or Series

Inside the Space, create Folders that mirror your publishing channels or themes, such as:

• YouTube Tutorials
• Product Walkthroughs
• Social Clips & Shorts
• Customer Testimonials

Each Folder can contain separate Lists for campaigns, launches, or months, depending on how frequently you ship content.

Step 3: Build a Reusable ClickUp List for Videos

The heart of your system is a List that holds individual video tasks. Each task represents one video, with all information and assets tied to it.

Configure Video Statuses in ClickUp

Use your mapped stages to create meaningful statuses. A simple flow might look like:

• Backlog
• Researching
• Writing Script
• Ready to Record
• Recording
• Editing
• Awaiting Review
• Approved
• Scheduled
• Published

Statuses make it easy to glance at a ClickUp Board view and see where every video stands in the pipeline.

Add Custom Fields for Video Details

Custom fields turn a basic task into a rich content record. Helpful fields for video workflows include:

• Platform (YouTube, TikTok, LinkedIn, website)
• Content type (tutorial, demo, testimonial, ad)
• Target publish date
• Primary keyword
• Funnel stage (awareness, consideration, decision)
• Design needed (yes/no)
• Editing tool used (VEED, other editors, or internal tools)

Set these up once, then apply them to every relevant List to keep ClickUp consistent across projects.

Step 4: Create a Video Task Template in ClickUp

To save time, build one master task template that captures every step a video needs from start to finish.

Outline Subtasks for the Entire Production Cycle

Within a single task, add subtasks such as:

• Define angle and audience
• Draft outline
• Write full script
• Prepare assets (slides, B-roll, images)
• Record raw footage
• Edit main cut
• Add captions and overlays
• Finalize thumbnail
• Internal review
• Implement feedback
• Upload to target platform
• Optimize title, tags, and description
• Publish and QA
• Log performance metrics

Assign due dates and owners to critical subtasks so nothing slips through the cracks.

Use ClickUp Docs for Scripts and Show Notes

Attach a ClickUp Doc directly to each video task for:

• Scripts and talking points
• SEO notes and keyword lists
• Show notes and links
• Timecodes and chapter ideas

Keeping everything inside ClickUp eliminates the need to search through scattered documents in multiple tools.

Step 5: Connect Editing Tools and Assets to ClickUp

Even if you rely on external editors, you can still centralize links and assets in your workspace.

Link to Your Preferred Video Editor

In the video task description or a dedicated custom field, add links to:

• Online editing tools and projects (see detailed comparisons here)
• Cloud drives where raw footage lives
• Asset libraries for intros, outros, and logos

This turns each ClickUp task into a single access point for every file and link related to that video.

Attach Thumbnails and Final Exports

Upload final assets directly or attach from your storage provider so that:

• Stakeholders can quickly review visuals
• Social teams can grab correct files
• Future repurposing becomes easier

Maintaining a complete record of published assets inside ClickUp supports long-term content audits and reuse.

Step 6: Use ClickUp Views to Monitor Production

Different team members need different perspectives on the same workload. Views help make that possible.

Board View for Pipeline Management

Use a Kanban-style Board view to see videos grouped by status. Drag-and-drop tasks as they move from idea to published, giving you an instant picture of throughput and bottlenecks.

Calendar View for Publish and Record Dates

Set due dates for tasks and subtasks, then switch to Calendar view to:

• Visualize your publishing schedule
• Plan recording days to batch work
• Avoid gaps or conflicts between launches

This ensures that ClickUp doubles as both a production tracker and a content calendar.

Step 7: Collaborate and Collect Feedback in ClickUp

Replace endless chat threads and email chains with structured comments and assignments.

Use Comments and @Mentions for Reviews

Inside each video task, reviewers can:

• Leave time-coded notes (e.g., “At 1:12, adjust overlay”)
• @Mention editors or producers for fast responses
• Attach alternative cuts or reference clips

Resolve comments as changes are made to keep the activity log clear and organized.

Automate Notifications and Hand-offs

Use built-in automation in ClickUp to streamline ownership transitions, for example:

• When status changes to “Ready to Record”, assign the task to the presenter.
• When status changes to “Editing”, assign to the editor and notify stakeholders.
• When status becomes “Published”, notify marketing or social teams.

These automation rules reduce manual coordination and keep everyone aligned.

Step 8: Track Video Performance in ClickUp

After publishing, use tasks as performance records so you can refine future content decisions.

Create Fields for Key Metrics

Add custom fields for:

• Views after 7 and 30 days
• Click-through rate
• Average view duration
• Conversion or signup numbers

Enter data periodically or use integrations where available. This lets you filter and sort tasks to discover what works best.

Analyze and Iterate on Your Workflow

Over time, review your Lists and dashboards in ClickUp to see:

• Which content types perform best
• Where production slows down
• Which assignees are overloaded

Adjust statuses, subtasks, and automations so your workflow stays efficient as your library grows.

Next Steps: Scale Your Video System with ClickUp

By mapping your process, building reusable templates, and centralizing collaboration, you turn ClickUp into a command center for video production. Every idea, script, edit, and performance metric lives in one organized system.

If you want expert help designing advanced workflows, automation, and reporting dashboards, you can explore consulting services from Consultevo to further optimize your setup.

Start with one List, refine it with your team, and then replicate the structure across campaigns. With a solid ClickUp workflow in place, you will ship consistent, high-quality video content with much less chaos.